Facilities & Administration Officer

We are seeking a highly professional and detail-oriented Facilities & Administration Officer to manage and oversee the operational efficiency of our Abu Dhabi office facilities. This pivotal role will ensure a safe, secure, and well-maintained environment for all staff and visitors while aligning with organizational goals.

Key Responsibilities:

Reception & Customer Service:

Serve as the first point of contact for visitors and clients, ensuring a welcoming and professional atmosphere

Manage front desk operations, including handling phone calls, greeting clients, and providing administrative support to facilitate smooth office functionality

Deliver exceptional customer service to both staff and visitors

Maintain a tidy and organized reception area to enhance the overall office environment

Respond promptly and professionally to emails and inquiries

Direct visitors to the appropriate personnel or meeting rooms as needed

Maintain an accurate visitor log and issue security passes

Oversee mail distribution and coordinate courier services efficiently

Safety & Compliance:

Conduct regular inspections of facilities to identify and address potential safety hazards.

Ensure compliance with all safety regulations.

Maintenance & Operations:

Oversee the maintenance and repair of office systems, including HVAC, plumbing, and electrical systems

Ensure that office spaces are clean and maintained to a high standard, promptly addressing any cleaning issues

Supervise housekeeping staff and manage the inventory of pantry and cleaning supplies

Vendor & Budget Management:

Negotiate contracts and manage relationships with vendors for services like cleaning, security, and printing, etc. ensuring cost-effectiveness.

Maintain inventory of office supplies and equipment, ordering as needed, and oversee budgets, including petty cash, with proper documentation.

Review and process invoices for timely payments and track expenses.

Coordinate with Etisalat to ensure uninterrupted services through timely ticketing and communication.

Office Asset Management:

Implement and maintain a tracking system for all office assets, ensuring that the tracker is updated regularly and facilitating timely replacements, repairs, and disposals of the assets

Internal Coordination & Administrative Support:

Coordinate with internal stakeholders to assist with ad-hoc administrative requirements and ensure smooth operations.

Manage file archival services, evaluating options for transitioning to digital files.

Building & Security Coordination:

Liaise with building management regarding maintenance of common areas and building responsibilities

Collaborate with building security to manage work permits, visitor access, and service lift requirements

Oversee and monitor security measures, including surveillance, access control systems, alarms, and CCTV, to ensure the premises are always secure

Parking & Travel Coordination:

Allocate parking in accordance with company parking policies.

Collect local travel requests from staff and coordinate with the centralized travel team for car allocations.

Qualifications:

Exceptional organizational and multitasking skills

Excellent verbal and written communication abilities

Friendly and professional demeanor with a customer service focus

Proficient in Microsoft Office software

Relevant experience in administrative roles

Knowledgeable in facilities management, vendor and contract management, project coordination, and compliance with safety regulations